Key/ Electronic Credential Issuance And Area Entrance Policy

Reviewed By: Administrative Council on November 13, 1989
Approved By:
Reviewed By: Administrative Council
Approved By: President Morales

Source / Authority

For interpretation of this policy, please contact the responsible department: Facilities Management, (909) 537-5166

Background

Rapid growth of the campus has drastically increased the use of campus-issued keys. An updated policy is needed to provide current information and procedures.

As a state-supported institution, CSUSB recognizes its commitment to the preservation and protection of its assets and to the maintenance of confidentiality of certain records and documents held in public trust. 

Purpose

The purpose of this policy is to ensure controlled access to buildings in such a manner that will afford protection of assets and occupants. Additionally, it provides user and administrative awareness for the proper use of campus-issued keys and electronic credentials.

Policy

Responsibility

Primary responsibility for the security of campus buildings lies with the University Police. Responsibility for maintaining locks, lock hardware issuance of keys, and electronic credential issuance belongs to Facilities Services. Responsibility for authorizing issuance of keys lies with the department managers and administrators. The responsibility for key use, loss, and misuse lies with users and their departments.

Security of Buildings

Personnel who require access to buildings and rooms must request keys through the department authorized designated personnel identified on the Key/Electronic Credential Issue Signature Authorization Form. The current authorization forms are on file in Facilities Services. The type of key requested defines the level of authorization required (see Levels of Authorization). Individuals granted access to rooms and buildings must assume personal responsibility for facilities and equipment during the time they are using these facilities and equipment.

Individuals needing access to an area, or assistance in securing an area should contact University Police. Presentation of photo identification after normal operating hours will be requested, and access may be denied if proper identification is not presented. Graduate assistants and other students who require entrance to a building during other than normal hours must have proper identification and prior approval in writing from the appropriate administrator. This authorization must be on file with University Police and must be updated quarterly. Key holders shall not unlock buildings or rooms for others. University Police will assist those needing access after-hours and will determine if the person has a legitimate need for access as well as proper identification. It is the responsibility of the person assigned to an office to ensure that the door is locked at the conclusion of work. Further, it is the responsibility of the last instructor teaching in a classroom to ensure that the door is secure and the lights are turned off when the class session is completed. In areas where equipment technicians are employed, it will be their responsibility to secure all doors at the end of the working day. Key holders or others shall not prop doors or leave them unlocked during hours when the facility is normally closed. University Police will ensure that all buildings are secured every night. An individual desiring to remain in a building after normal closing hours is requested to notify University Police.

Anyone who has difficulty in gaining authorized access to an area or who needs assistance in securing a building or room should contact University Police.

The regular operating hours are published in the quarterly Course Schedule and are typically between 8:00 a.m. and 10:00 p.m., Monday through Thursday and 8:00 a.m. through 5:00 p.m. Friday through Sunday. "

Levels of Authorization

Authorization to approve key requests will be defined by the most current Key/Electronic Credential Issue Signature Authorization Form on file at Facilities Services.

Key holders cannot sign as their own authorizing signature, with the exception of the president and vice presidents.

  • Level 1 Authorization – A person with Level 1 authorization can authorize a request for a key or electronic credential that only open a single area. This is referred as a “change key” because it operates only one cylinder or one group of keyed alike cylinders in a master keying system (such as exterior doors to a building). Persons with Level 1 authorization cannot authorize any higher security access requests.
    • Administrative Analysts/Specialists, Administrative Support Coordinators and possibly selected Administrative Support Assistants may have this level of authorization.
    • Level 1 authorization can authorize by signing Level 1 requests including students and faculty key/electronic credential renewals of level 1.
  • Level 2 Authorization – A person with Level 2 authorization can authorize a request for a key or electronic credential that is of a department sub-master keying level. This means that the key or electronic credential may open more than one area within the department.
    • Department chairs or directors have this level of authorization.
    • Level 2 authorization can authorize by singing Level 1 and Level 2 requests including students and faculty key/electronic credential renewals of level 1 and of level 2.
  • Level 3 Authorization – A person with Level 3 authorization can authorize a request for a key or electronic credential that is of the department master keying level. This means that the key or electronic credential operates all or most locks of a given department.
    • Chairs, Directors, College Deans and/or Vice Presidents have this level of authorization
    • Level 3 authorization can authorize by signing Level 1, Level 2 and Level 3 requests including students and faculty key renewals of Level 1, of Level 2 and of Level 3.
  • Level 4 Authorization – A person with Level 4 authorization can authorize a request for a key or electronic credential that is of a building master keying level. This key may be a building master, a building sub-master, floor master, etc. This means that the key or electronic credential operates all or most locks in a given building.
    • Only the President or Vice Presidents have this level of authorization.
    • Level 4 authorization can authorize by signing all levels of requests including student and faculty key renewals. 

Types of Keys

  • Grand Master:
    There shall be no grand master key for the campus.
  • Master:
    This key may be a building master, building sub-master, floor master, etc. The key or electronic credential that operates all or most locks in a given building. Please refer to Level 4 Authorization.
  • Department Master:
    A key or electronic credential that operates all or most locks of a given department. Please refer to Level 3 Authorization.
  • Department Sub-Master:
    A key or electronic credential that opens more than one area within a single department. Please refer to Level 2 Authorization.
  • Change Key:
    A key or electronic credential that only open a single area (such as an office). The “change” keys operate only one cylinder or a group of keyed alike cylinders (such as exterior doors to a building). Please refer to Level 1 Authorization. 

Key Issue Guidelines

All state-funded campus facilities keys are maintained and issued from the Office of Facilities Services.

Facilities Services has the responsibility of maintaining records of all state funded campus facilities keys and no other department is authorized to issue or reproduce keys. Section 469 of the California Penal Code protects CSUSB keys as property of CSUSB. Campus keys may not be loaned, misused, sold, duplicated, disposed, destroyed and must be surrendered upon the request of Facilities Services.

Keys must be returned to Facilities Services in person when there is no longer a need.

Duplicate of any outstanding or uncleared key will not be issued. One (1) key of a kind will be issued to a person.

Facilities Services does not issue cabinet, desk, file or safe keys. Assistance with these keys and locks may be done on a chargeback basis. Keys not picked up within 30 days from the date of request will be placed back in stock and the request destroyed. Any key not picked up within the 30 day allotted time is subject to a re-stock fee of $20 per key to be charged to the department authorizing the request.

Keys are not to be loaned or transferred by key holders. Individuals who are issued keys shall be held responsible for their use. 

Student keys

Students and student assistants will not be issued keys without proper justification. In the case of the exception, students may only be issued a Change Key. No students will be issued a Building Master, Department Master, or Sub Master Key.

The statement of justification must be submitted to Facilities Services on department letterhead and must be signed by the appropriate Dean or Administrator. The request shall then be reviewed and approved by the Director of Facilities Services.

Upon final approval, a key will be issued to the student to use during the designated time. Student keys shall be issued for one quarter only and must be renewed if the student is to maintain possession of the key for more than one quarter. Keys cannot be renewed earlier than two weeks of the renewal date for the upcoming quarter.

Departments must renew the key(s) through the on-line renewal process for students. More information on this process can be obtained through the Office of Facilities Services website. Students must display a current student I.D. card to Facilities Services before the issuance of any key.

Keys not returned by the designated date will result in a hold being placed on the student's record.

Keys not be returned to Facilities Services will be subject to a lost key fee for the student. 

Returning Keys

All keys shall be returned to the Facilities Services by the person to whom they were issued so that the employee or student may be assured that his/her record is cleared. The Admissions and Student Recruitment Department will withhold grades, transcripts and registration from students until clearance is obtained from Facilities Services.

A Clearance Form must be completed by Facilities Services personnel for all exiting staff, faculty or students indicating keys have been cleared.

Lost Keys

Lost keys shall be reported immediately to the University Police and Facilities Services. The person issued the key is responsible for its use. Fees to re-key the affected locksets may be assessed to the party who lost the key.

Key Fees:

  • Building Master Key - $1000.00
  • Department Master Key - $100.00
  • Department Sub-master Key - $50.00
  • Change Key -$25.00

Electronic Credential -$15.00The original copy of the Bursar's cash receipt for lost key(s), must be brought to Facilities Services prior to new keys being issued or to clear the account.

If a lost key is found and returned within six months of when it was lost, a refund of the replacement fee may be made. The key holder must bring a copy of their original Bursar’s receipt to Facilities Services to initiate the refund process.

In the event that a Building Master Key or Sub-Master Key is lost, the issued key holder may be held liable for costs incurred re-keying all areas accessible by the lost key. 

Re-Keying Locks

On occasion, re-keying of locks may be requested due to increased access needs, lost keys, or a variety of other reasons.

Re-keying of locks is not a maintenance function. This request must be initiated by a school dean or higher authority and requires approval of the Facilities Services Director. Such requests shall be funded by the requester as chargeback work. 

Special Keys

Requests to remove locks from the master key system or keying an area “Off System” require considerable work and expense, and has an effect on campus emergency procedures by requiring emergency personnel to carry many special keys. On some occasions, it removes areas from normal custodial maintenance care. For this reason, requests of this nature will not be approved.

Hazardous materials or other specialized access areas may be keyed on an individual system with no master key. Only authorized employees will be issued keys for such locks.

Electrical and mechanical rooms are individually keyed for security purposes.

  • Floor master key:
    • Opens all locks on a floor, for custodial use.
  • Restrooms:
    • Mainly restrooms with doors to the exterior of building will be keyed. 

Desk, File and Safe Keys

Desk, file, cabinet, or safe keys are not maintained by Facilities Services. It is recommended that each department maintain a file of these keys including a spare key so that copy keys can be made in the event of loss. Should Facilities Services service be required for these keys or locks, such service shall be performed on a chargeback basis.

Transfer of Keys

Employees shall not loan or transfer keys. The person to whom the key has been issued shall be held responsible for its use until it has been properly returned to Facilities Services.

Contractors and Vendors

Contractors or vendors may be issued a key only upon authorization from the Director of Facilities Services. Additionally, the firm will be required to submit a $500 per building deposit, appropriate key request information, authorized individual, firm name, and specific return date, before request for keys will be processed. All costs of key recovery or re-keying related to unreturned keys will be the responsibility of the firm to which the keys were issued, and the deposit(s) will not be returned until all keys are cleared.

Use of Authorized Locks

All locksets and padlocks used on campus facilities shall be issued by Facilities Services and be compatible with the campus key system. All other locks are not allowed and shall be removed by University Police or Facilities Services personnel. Locks which are removed shall not be returned nor will claims for reimbursement of cost be considered.

Duplication of Keys

Duplication of keys by anyone, with the exception of authorized Facilities Services personal, is prohibited. The use of locksmith contractor services is strictly prohibited.

Possession of Unauthorized Keys

Any person found to be in possession of an unauthorized key shall be liable for its use and subject to disciplinary or legal action. Unauthorized keys shall be returned to Facilities Services.

Leaves of Absence

Employees leaving employment of the University for longer than six months shall turn in keys to the Facilities Services and may have them re-issued upon return. They will have to be requested through the online process.

Non-State Operated Building

Facilities Services does not maintain locks or keys for non-state operated buildings, i.e., auxiliary services buildings such as residence halls or buildings owned by the Foundation.